The benefits of non-PO invoice process automation

If you automate a process you want to automate all aspects of it. AP teams mostly deal with invoices that are backed by a Purchasing Order (PO). Handling these standard PO invoices manually is time-consuming and prone to error, so there is a huge business case for automating the process.

But what about utility bills, travel costs, bills for repairs, and other occasional expenses for which a Purchasing Order is typically not issued. These non-PO invoices are trickier to automate, but the Cevinio Autonomous AP solution handles them as well with ease.

Previously shared about non-POs

In a previous blog, we explained how when using Cevinio, you can leverage the power of Artificial Intelligence (AI) and Machine Learning (ML) to automatically code non-PO invoices to General Ledger accounts, cost centers, tax codes, project codes, or any pre-defined accounting dimension.

We introduced you to the Cevinio Robot which analyzes historical data to create rules that allow the system to automatically process non-PO invoices. It can check for compliance and fill in fields such as the vendor details or the invoice amount.

“Missing” essential information clearly adds pressure on AP teams that still rely on manual input for their invoice processing. Taking this time-consuming task out of their hands greatly amplifies the benefits of automation.

Let’s take a detailed look at the advantages of automating non-PO invoice processing. Some extend the benefits you get from automating standard PO invoices; others point to the particular relevance of non-PO automation – and the pitfalls of neglecting it.

7 benefits of automating non-PO invoices

Time savings

Automation of the non-PO process in addition to PO invoices increases your time savings. Tasks that would otherwise require manual intervention, such as data entry, validation, and processing, can be performed much faster by an automated system. This frees up time for AP teams to focus on strategic activities that add more value, improving overall operational efficiency.

Enhanced accuracy and data quality, fewer errors

Cevinio helps eliminate human errors that inevitably occur during manual data entry or processing. Our AP Automation solution is designed to consistently follow predefined rules and guidelines, reducing the likelihood of mistakes. This greater precision is particularly crucial in financial processes, where errors can lead to significant consequences, such as financial discrepancies or compliance issues.

Reduced risk of non-compliant invoices

Our AP software can be programmed to enforce compliance with established rules, regulations, and processing instructions at global and local level. This minimizes the risk of processing non-compliant invoices that may violate company policies or regulatory requirements. By ensuring adherence to standards, organizations can avoid the potential legal and financial repercussions associated with non-compliance.

Streamlined approval workflows

Automation enables the creation of streamlined approval workflows. In a non-PO process, invoices often need approval from various stakeholders before being processed for payment. Cevinio can route invoices through predefined approval hierarchies, ensuring that the necessary parties review and authorize transactions promptly. This helps avoid delays in payment processing.

Quick and efficient exception handling

Non-PO processes often encounter special cases that require additional attention. Advanced automated systems such as Cevinio’s can be configured to handle these exceptions efficiently, either by routing them to designated personnel for manual review or by applying predefined rules for resolution. This ensures that exceptions are addressed promptly, reducing bottlenecks in the overall invoice process.

Improved visibility and data

Our smart automation technology and Analytics Suite provide improved visibility into the PO and non-PO process. Organizations can track the status of invoices, identify potential bottlenecks or delays, and generate detailed reports on processing metrics. This enhanced visibility allows for better decision-making, resource allocation, and continuous process improvement.

Scalability and consistency

As business volumes grow, an automated PO and non-PO invoice process can easily scale to handle increased transaction volumes without a proportional increase in manual effort. Automation ensures consistency in processing, regardless of the number of invoices, reducing the risk of errors associated with manual scaling.

To sum up, automating the non-PO process, in addition to the PO process, delivers a range of benefits, including time savings, improved accuracy, reduced compliance risks, streamlined workflows, and enhanced visibility. These advantages contribute to a more efficient and reliable financial process, allowing organizations to allocate resources strategically and focus on higher-value activities. 

Would you like to learn more about our approach to autonomous invoice processing? Contact our team of experts today for one-on-one personalized assistance.